Item C16BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 20, 2013 Division: Public Works & En in�g
Bulk Item: Yes X No _ Department: Project Management
Staff Contact Person/Phone #:Wilson (453-8797
AGENDA ITEM WORDING: Approval of an exception to 2.02B of the personnel policy and
approval to create a new position to be occupied for up to four months to allow for the hiring of a
replacement for the Director of Project Management position in Key West (CAPM012).
ITEM BACKGROUND: The current Director of Project Management will be retiring in June 2013.
Personnel policies allow up to a 30 day overlap for replacements and require BOCC approval for any
new position establishment. With BOCC approval, an additional position will be established for no
longer than 4 months, a successor Director will be selected as soon as possible, and he/she will overlap
with the retiring Director. Upon the current Director's retirement, the additional position will be
abolished. As shown in the backup material, the original concept was to bring in an assistant Director
with the idea that he/she would become the Director. With the limited time available, it is more
realistic to recruit a replacement directly. The number and complexity of projects managed by this
position are more extensive than a typical County position. An extended overlap period is required to
ensure a number of key projects (County space analysis, Capital Plan projects, etc.) will continue
without interruption or loss of momentum. Additional cost of the extra person for the overlap period
will be covered by unexpended funds in the PW/ENG personnel budget from positions that have been
vacant for varying periods of time during the year. This was not included in the FY13 budget since the
incumbent had no announced his plans for retirement at that time.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Recommend approval.
TOTAL COST: $35,000(incl benefits) INDIRECT COST: BUDGETED: Yes X No _
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: $35,000 (incl benefits) SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
APPROVED BY: County Atty 0��OMB/Purchasing Risk Management
DOCUMENTATION: Included Not Required X
DISPOSITION:
AGENDA ITEM #
Revised 7/09
Department Request
County of Monroe
The Florida Keys
To: Debbie Fredrick,
Dep. County Administrator
From: Jerry A. Barnett.
Dir. Project Management
Subject: Addition of a position to Project Management.
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
` r Mayor Pro Tem, Heather Carruthers, District 3
P Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
01-04-13
This letter is to request the addition, to the Project Management Department, of the new position of
Assistant Director of Project Management. This was a position in the department that was held by Kevin
Wilson before his promotion. The position was eliminated when he moved on to bigger things.
The request is based on the need to have someone in place that is familiar with and can handle all the
ongoing projects and administrative requirements of the department before I leave the County. With the
additional projects coming on line in the near fixture and those projects that are underway at this time, it is
imperative that we get someone up to speed as quickly as possible so that there is no break in the
administration of the projects.
There are other issues such as ongoing litigation that will require much of my time before I leave and my
replacement will need to become familiar with all aspects of these issues. It is hoped that the person filling
this new position will be acceptable as my replacement upon my terminating my employment with the
County on or before July 1". 2013. Being as I will be leaving in six months this will only increase the
number of FTE by 0.5 or less.
Attached is a copy of the job description for the new position.
If you have any questions please call me (or Kevin).
Thanks for your help with this.
MONROE COUNTY
JOB DESCRIPTION
Position Title:. Assistant Director of Project Management I Date:.
Position Level: 12 FLSA Status: Exempt Class Code:
GENERAL DESCRIPTION
Primary function is the management of numerous construction projects throughout the County. Supervises
inspectors involved, reviewing their work and ensuring quality and completion in a timely manner of these
projects.
KEY RESPONSIBILITIES
1. * Manages buildings, parks and other construction projects.
2. Performs inspection review services for buildings and other construction projects.
3. * Reviews project manuals for construction projects.
4. * Reviews. technical specifications.
5. * Reviews plans and specifications for construction projects.
6. * Provides training and supervision for inspectors
7. * Reviews change order requests and provides recommendations.
8. Investigates complaints and provides solutions.
9. Reviews construction contracts.
10. Assists with preparing permit applications and related documentation and drawings to the Building
Department, FDOT; FDEP, ACOE, US Fish and Wildlife, etc., and responds to agency comments.
11.* Prepares technical reports following the investigation and research of an assignment.
12. * Researches technical product information.
13. * Prepares costs analysis for construction projects.
14. * Prepares correspondence.
15. Attends weekly project and coordination meetings.
16. Reviews and coordinates all Phases of projects from Concept to Completion.
17. Acts as Deputy Director during absence of Director, including supervision of all department staff. At such
time assumes all duties and responsibilities of the Director.
18. Reviews and approval/rejects plans for conformance to stormwater requirements for Growth Management.
19. Responsible for Warranty Recovery for projects after completion.
20. Other Duties as Assigned.
* Indicates an "essential" job fimction.
The information on this description has been designed to indicate the general nature and level of work performed
by employees within this classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities and qualifications required of employeesassigned to this job.
Position Title: Assistant Director of Project Management 70ass Code: Position Level: 12
KEY JOB REQUIREMENTS
Education:
Bachelor's Degree required. Major(s) preferred: Construction related field, Engineering or
Architect.
Experience:
3 to 5 years with degree, 5 to 7 without degree.
Impact of Actions:
Makes recommendations or decisions which usually affect the assigned department, but
may at times affect operations, services, individuals, or activities of others outside of the
assigned department.
Complexity:
Highly Complex: Work is broad in scope covering one or more complicated areas. Policy,
procedures, or precedent are typically created by this position. A high degree of analytic
ability and inductive thinking is required to devise new, non-standard approaches to highly
intricate, technically complex problems.
Decision Making:
Analytic: Supervision is present to establish and review broad objectives relative to basic
position duties or departmental responsibilities. Indepenent judgment is required to study
previously established, often partially relevant guidelines; plan for various interrelated
activities; and coordinate such activities wtihin a work unit or while completing a project.
Communication
Requires regular contacts to carry programs and to explain specialized matters. Also
with Others:
requires continuing contact with officials at higher levels on matters requiring cooperation,
explanation and persuasion or with the public involving the enforcement of regulations,
policies and procedures.
Managerial Skills:
Responsible for making recommendation within a department in the areas of compensation,
staff selection, disciplinary action, complaints, staff performance appraisal, and similar
supervisory duties. Plans, assigns, and evaluates the work of subordinates for effective
operation and results of the unit.
Working Conditions/
Work requires occasional physical exertion and/or muscular strain. Work involves several
Physical Effort:
disagreeable elements and/or exposure to job hazards where there is some possibility of
in'
On Call
On call 24 hours pending disasters and emergencies.
Requirements:
Other:
Requires Florida Drivers License. Previous experience with the County in an engineering
position is preferred.
APPROVALS
Department Head:
Name: Signature:
Division Director:
Name: Signature:
noun Administrator:
,Name: ( 6l ePdtc CY 6 Signature:
Date:
Date:
Date:
On this date I have received a copy of my job descriptionrelating to my employment with Monroe County.
Name: Signature: Date:
Job Description
MONROE COUNTY
JOB DESCRIPTION
Position Title: DIRECTOR OF PROJECT MANAGEMENT I Date: 02/23/09
Position Level: 13 1 FLSA Status: Exempt Class Code: 13-14
GENERAL DESCRIPTION
Primary function is to oversee the construction operations and ensure construction is performed according to
plans, specifications and contract documents. Conducts meetings and corresponds with contractors, architects
and facility users as necessary. Serves as Liaison.
1. * Administrates Contracts.
2. * Management of the capital improvement plan.
3. * Develops master plans and performs space planning.
4. Project Observation
5. * Evaluates and inspects land and buildings for renovation and additions.
6. * Develop construction documents and specifications.
7. *Review with Government Agencies and coordinate with permitting agencies.
8. *Assists departments in reviewing and negotiating fees, contracts, etc.
9. * Plan review and coordination with architects and users.
10. Develop project programs.
11. Present project request to BOCC.
12. Mediator between the architect and the general contractor or unresolved issues.
13. Prepares change orders for contract amendments.
14. Prepares bid packages for construction contracts.
15. Prepares architectural drawings.
16. Responsible for Warranty Recovery for projects after completion.
17.Other Duties as Assigned.
*Indicates an "essential" job function.
The information on this description has been designed to indicate the general nature and level of work performed
by employees within this classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities andgualifications required of employees assigned to this job.
Position Title: DIRECTOR OF PROJECT
Class Code: 13-14
F'sitionLevel: 13
MANAGEMENT
KEY JOB REQUIREMENTS
Education:
Bachelor's Degree required.
Experience:
7 to 10 years.
Impact of Actions:
Makes decisions and final recommendations which routinely effects multiple Divisions of
Monroe County and/or the sourounding community in a demostratable way.
Complexity:
Highly Complex: Work is broad in scope covering one or more complicated areas.
Policy, procedure, or precedent is typically created by this position. A high degree of
analytic ability and inductive thinking is required to devise new, non-standard approaches
to highly intricate, technically complex problems.
Decision Making:
Highly Complex: Supervision is present to review established departmental and/or
Divisional objectives. Independent judgement is required to recommend departmental or
Divisional objectives, evaluate new approaches to problem solving, and assesses changing
or conditions.
Communication
Requires regular contacts with internal and external persons of importance and influence
with Others:
involving considerable tact, discression and persuasion in obtaining desired actions and
managing relationships at a high level.
Managerial Skills:
Responsible for supervising multiple functions, with full responsibility for effective
operation and results.
Working Conditions/
Work requires only minor physical exertion and/or physical strain. Work environment
Physical Effort:
involves only infrequent exposure to disagreeable elements.
On Call
On call 24 hours pending disasters.
Requirements:
Other •
Requires Fla. Driver's License and Florida Architect's or Fla. Engineering or Fla.
Building Contractor's License.
APPROVALS
Department Head:
Name: Signature: Date:
Division Director:
Name: Signature: Date:
County Administrator:
Name: Signature: Date:
On this date I have received a copy of my job description relating to my employment with
Monroe County.
Name: Signature: Date:
Extract of Personnel Policy & Procedures Manual
EMPLOYMENT POLICIES
SECTION 2
2.01 APPOINTING AUTHORITY
The Board of County Commissioners shall be the appointing authority for the County Administrator and
County Attorney. All other positions under the jurisdiction of the Board of County Commissioners shall be
employed and supervised by the County Administrator. Employment of Division and Department Heads will
require the confirmation of the Board of County Commissioners. The County Administrator will be
responsible for:
A. Approval of all changes in employee status ensuring that all changes are in accordance with the Personnel
Policies and Procedures and the Pay/Classification Plan.
B. Ensuring that all positions in all Divisions have been fairly and equally evaluated, rated and classified in
accordance with Personnel Policies and Procedures and the Pay/Classification Plan.
2.02 POSITION CONTROL
A. All positions in the County Service are established and maintained through a budget each fiscal year, in
accordance with procedures provided by the Board of County Commissioners.
B. The establishment of new or additional positions can only be authorized by the Board of County
Commissioners and the County Administrator, subject to adequate justification of need and availability of
funds. For training and transitional purposes, two individuals may fill a budgeted position simultaneously for
up to thirty (30) calendar days contingent on available funding. Both individuals shall accrue full benefits and
be classified as a Full-time Regular employee.
C. Personnel to fill approved new positions shall be appointed after the position has been evaluated,
classified and assigned a pay grade.
2.03 TYPES OF EMPLOYMENT
A. Original employment is subject to budgetary restrictions. When a person is initially employed in a position
in County Service, he shall be employed in at least one of the following types of original employment status:
1. Full -Time Regular Employee
2. Substitute Employee
3. Temporary Employee
4. Emergency Temporary Employee
5. Part -Time Employee
6. Trainee
7. Contract
Participation in the Social Security program and the Florida State Retirement System will be in accordance
with the rules and regulations governing said programs.
Any employee paid on an hourly basis will not be eligible for fringe benefits.
Effective December 14, 2011 14 of 81